Document management is gaining more and more importance, as organizational processes have required greater agility in accessing information. However, this is a very challenging task. As managers make decisions based on data, this process cannot be ignored. Therefore, in today’s post we list 5 challenges for the implementation of efficient document management within an organization.
1) Choose a management software
Managing documents manually becomes a risk for your company when there is a large flow of information. So automating this process is an increasingly necessary step.
Analyze your business needs, research the most compatible software options and request free demos and trials from solution providers.
It is important to evaluate the simplicity in using the solution and the main functionalities that will facilitate the team’s life. Among them are automatic notifications in case of changes or expiration of documents, access controls, security in storage, among others.
2) Have a document management team
As much as there is automation of some activities, people are still vital for the proper registration of documents and information. To have good results, it is necessary to have a team made up of organized, detailed and committed people. Thus, the team contributes to the standardization and continuous improvement of processes.
In case of document management via software, the training process is generally simple and, in some cases, online.
3) Monitor and disseminate knowledge within the organization
If we need committed and organized people to manage documents, we also need to develop a corporate culture. Ideally, as people acquire new knowledge, they also share it within the organization.
It is worth mentioning that knowledge management is very important to document and share experiences, after all it is the combination of different skills that come up with surprising and relevant solutions for the sector. This helps to preserve an organization’s intellectual property, which contributes to its sustainability.
4) Retrieve information promptly
Throughout each year, companies usually go through several processes of accounting auditing, auditing management systems (ISO 9001, PBQP-H, ONA, OHSAS) and inspections, which require prompt recovery of documents and information, to provide evidence of compliance with standards and legislation.
In this case, the company needs to organize, catalog and index documents from all sectors. You also need to scan them to reduce handling, deterioration and the possibility of loss. Finally, they must register it in a Document management software, in order to facilitate consultation and access to information.
Another important point is that by automating this process, the costs of retrieving information are significantly reduced and the costs of non-retrieving information, such as fines, assessments and audit follow-ups, are minimized.
5) Protect documents and information
The document master list needs to be protected to avoid undue access by internal and external people and to provide file evidence in legal proceedings. With a Document Management system, it is possible to limit access to documents and protect them in secure databases.
Efficient document management is fully possible when the company has the support of good software and a team that understands the importance of maintaining an organized and easily accessible document collection.
Is it worth the challenge?
Answering the question above: yes. Even with so many steps to be analyzed to maintain document management within the company, the gains achieved in the medium and long term are quite significant in the following aspects:
- Improved workflow. In a single environment, the entire team has greater facility for creating, approving and reviewing documents;
- Tailored controls. Facilitates access control, distribution, document printing and document validity.
- Access to the latest updated version. Eliminates the chaos of searching in a multitude of files for the latest version. It also avoids using an obsolete document by mistake.
- Requirement for ISO 9001: 2015. For those seeking certification, document management meets one of the requirements of the standard (7.5-Documented Information). And being certified by ISO 9001: 2015 allows the consolidation of the company’s image in the market and the conquest of new customers with the search for continuous improvement.